Senior Sales Coordinator

SALES & OPERATIONS COORDINATOR – JOB DESCRIPTION Company: K9 Warriors Pvt. Ltd. Position: Sales & Operations Coordinator Department: Sales & Operations Experience Required: Minimum 2 Years KEY RESPONSONSIBILITIES• Support the Sales and Operations teams in managing day-to-day business activities and client requirements. • Prepare and manage Quotations, Proforma Invoices, Purchase Orders (PO), Sales Orders (SO), Work Orders, and other commercial documents . • Review Purchase Orders received from clients and verify product details, quantity, pricing, GST, delivery terms, payment terms, and other commercial conditions. • Create and process Sales Orders against confirmed client Purchase Orders and coordinate further execution. • Prepare professional quotations according to client requirements, approved pricing, specifications, and commercial terms. • Follow up with clients regarding quotations, approvals, Purchase Orders, payments, dispatches, deliveries, and pending documentation . • Provide complete backend and coordination support to the Sales team for enquiries, quotations, orders, client follow-ups, and order closures. • Maintain proper records and trackers for enquiries, quotations, POs, SOs, invoices, payments, dispatches, and outstanding orders . • Coordinate with Accounts for invoicing, GST documents, payment status, outstanding payments, credit notes, and reconciliation requirements. • Coordinate with Procurement and Vendors regarding product availability, pricing, purchase requirements, dispatch schedules, and delivery timelines. • Coordinate with Logistics for transportation, dispatch, delivery challans, e-way bills, LR details, and proof of delivery. • Monitor every confirmed order from enquiry stage to quotation, PO, procurement, dispatch, invoicing, delivery, payment, and final closure . • Coordinate with internal departments including Sales, Operations, Accounts, Procurement, HR, Logistics, and Management. • Handle client communication through professional emails, calls, WhatsApp, and official correspondence. • Maintain strong and regular client follow-ups to ensure timely conversion of enquiries and closure of pending orders. • Support preparation of sales reports, order reports, outstanding reports, client-wise business reports, and monthly MIS. • Assist in preparing client presentations, price comparisons, product details, commercial proposals, and supporting documents. • Coordinate manpower, field requirements, deployment-related documentation, attendance, and other operational activities whenever required. • Support GeM, tender, bid, and procurement-related documentation as assigned by management. • Assist with vendor quotations, comparative statements, negotiations, and procurement coordination. • Maintain proper filing and documentation of all commercial and operational records. OFFICE COORDINATION RESPONSIBILITIES• Coordinate day-to-day office activities and ensure smooth communication between departments. • Handle routine administrative and office coordination requirements. • Maintain office records, documentation, correspondence, and follow-up trackers. • Coordinate meetings, client visits, vendor visits, and internal schedules whenever required. • Follow up with employees and departments for pending tasks and update management on progress. • Ensure timely completion of assigned operational and administrative activities. • Coordinate with vendors and service providers for routine office and operational requirements. • Support management with reports, data, documentation, and business-related follow-ups. • Identify operational delays or issues and coordinate with the concerned department for immediate resolution. SALES SUPPORT RESPONSIBILITIES• Respond to sales enquiries and coordinate with clients for requirement details. • Share product information, quotations, company profiles, catalogues, and commercial offers with clients. • Maintain and regularly update the sales enquiry and follow-up database. • Follow up on open quotations and support the Sales team in converting enquiries into confirmed orders. • Coordinate with existing clients for repeat orders and upcoming requirements. • Track sales orders, expected deliveries, outstanding payments, and pending commercial approvals. • Assist management in preparing sales data, business reports, and customer follow-up reports. • Maintain professional relationships with existing and prospective clients through timely communication and coordination. CANDIDATE REQUIREMENTS• Minimum 2 years of relevant experience in Sales Coordination, Operations, Office Coordination, Commercial Coordination, or a similar role. • Strong practical knowledge of Quotation, PO, SO, Invoice, Proforma Invoice, and Order Processing . • Good understanding of the complete **Sales Order Cycle